Presentations text content in STAFF and PHONE NUMBERS
Slide1
STAFF and PHONE NUMBERS
Marcia
Girdler
450-5025 AP/Travel Manager
Fax
450-5319
Peggy
Robinson
450-5024 Travel
Supervisor
Shannon Lucey 450-3620 Travel
Jaleesa Farris 450-3245 AP
Jolyn
Spencer
450-5023 AP
Pam
Giblet
450-3182 Accountant/Travel
Rae
Miller
450-5028 Accountant/AP
Department e-mail: apstaff@uca.edu
Slide2Slide3Do you always have to have an invoice?
Slide4Yes, but there is one exception.
What is the one exception to having an invoice
?
Slide5Postmaster
Slide6Can contracts be used in place of an invoice?
Slide7Contracts should only be used on services never for items.
Slide8Why are account codes important?
Slide9Account
codes are very
important because they affect:
Equipment
(Inventory)
1099’s
(Services to individuals)
Travel
Financials
Slide10When determining which account code to use, should you take into consideration tax, shipping, and other fees?
Slide11Yes, for example if you purchase ten chairs for $460 each the account code should be 730205 because $460 times ten plus tax and shipping equals $5,052.50 divided by 10 equals $505.25 each.
Slide12Total
Each
Cost
460.00
X
10.00
=
4,600.00
Tax
402.50
5,002.50
500.25
Shipping
5.00
X
10.00
=
50.00
5,052.50
505.25
Slide13
Is UCA tax exempt?
Slide14UCA is
NOT
tax exempt.
Most Arkansas vendors charge
sales tax
on all taxable items, but
many out of state vendors do not.
If there is not tax on the invoice, but the item is taxable, UCA is required by law to remit use tax.
Current tax rate is .0875
State is .065
City is .0175
County is .005
Slide15Are all items taxable?
Slide16NO
List three items that are not taxable.
Slide17
Nontaxable Items
Advertising
Insurance
Memberships
Online books or other services that are all online
USPS (Postmaster)
Prescription drugs, insulin and test strips
Referees
Registrations
Reimbursements
Royalties
Shipping only vendors
(Example: DHL, FedEx
or UPS)
Software
or
software licenses
when no tangible items
are
received
(Example: downloaded
)
Some
Contracts - depending
on the terms of the contract.
Stipends/honorariums
Subscriptions
Travel
Slide18What is a tax rebate?
Slide19City and county tax is capped at $2,500 thus rebates are given on invoices over $2,500.
For a tax rebate it does not matter if the vendor charges the tax or if UCA paid use tax.
Slide20Is receiving required
on
all invoices?
Slide21Receiving is
NOT required on the following:
Contracts
Dues
Memberships
USPS (Postmaster)
Prepays
Registrations
Reimbursements
Standing
orders
Subscriptions
Travel
Annual Software license
renewal
Slide22Can you make a partial payment?
Slide23Partial
Payments
Yes, partial payments may be
made for only part of the
purchase order.
Example
#1:
four items were ordered and only three
came
in, one was back-ordered.
Example #2: Airline ticket, registration, hotel and travel reimbursement were all done on separate days.
Slide24What is a pre-pay and list three items that are normally pre-paid?
Slide25Under
GAAP (Generally Accepted Accounting Principles
) expenses that will cross the fiscal year must be recorded in the period in which they occurred.
Slide26Prepays
Advertising
Annual Access Fee
Insurance
License Renewal
License/Support
Maintenance
Membership
Online Training
Protection Plan
Service Contract
Software License
Subscription
Tech Support
Termite
contract
Slide27Do pre-pays affect your budget?
If so how?
Slide28The part of the expense that is for the next fiscal year is credited back to the current year budget and deducted from next year budget.
Slide29What is a Direct Billing Request?
Slide30The
D
irect Billing
R
equest
should be completed when
requesting
payments for food or
lodging.
For
example,
but not limited to:
Staff
Development
University Advancement
Student Recruitment
Student Orientation
Student
Training/Development
Slide31When can a check request be used?
Slide32Check Request/Refunds
Scholarship refunds
Overpayment
Ticket
refunds
Registration refunds
HR may use check requests for GAP and other payroll
deductions
that are designated for a particular purpose. For example: United Way
Other refunds where UCA first receipted the funds, but now there is a need for the
funds
to be returned to the original
owner
Slide33Where do you see approvals?
Slide34Self-Service
View Document
Approval History
Slide35Slide36What is the order the requisitions are approved?
Slide37Document Identification
Document Number
R0012345
Type
Requisition
Originator:
PGIBLET
Pam Giblet
Approvals required
Queue
Description
Level
Approvers
GRN1
GR TRAVEL CATCH ALL QUEUE
20
Carmesha Jemerson
Sandy Ahne
PRG1
PROVOST GR TRAVEL
32
Jonathan Glenn
Laura Young
BCD1
SCIENCE
30
Tom Smith
Tom Addison
TRA1
Travel Administrator
10
Jeremy Bruner
Marcia Girdler
Peggy Robinson
Approvals recorded
Queue
Level
Date
User
SBC1
20
10-Oct-14
Ben Cates
Slide38Follows the chain of command
T
hen Grants
Next Travel
Then to budget if NSF
Slide39Where do you find your Banner messages?
Slide40Click on Check Banner messages to see them
Slide41If the message is too long you can see it all by clicking on the pencil
.
Slide42Where can you see if a check has cleared the bank?
Slide43FOIDOCH
Slide44What changed on the TR-1?
Slide45UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1Name of Payee:Marcia GirdlerSponsored Credit CardYesNo Department Name:Financial AccountingTravel PO Number:P0099999Official Station:UCADepartment Index:703000Account Number:717115Campus Phone #:450-5025Private Vehicle License #n/aEmail Address:marciag@uca.eduCampus Address:McCastlain 019UCA Student:Yes NoXIndividual:XBlanket: UCA Employee:YesXNo If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.Yes NoXAmount of the Advance:$236.00 Are phone/internet charges business related?Yes NoXMode of Travel:CarWere meals provided by the conference?None SomeXAll If you drove mark one:PersonalXUniversity vehicle Rental -Phy Plant Rental-website Other Explain List passenger/s:Pam Giblet, Linda Lentz, Michelle Burgin, and Angela ParhamSpecial Lodging Authorization - (Total room rate - See UCA Travel Regulations)Reason why less expensive lodging was not selected:Conference's hotelPer Diem RateCost Per DayNumber of DaysTotalYOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.$125.00 $135.00 6$810.00 $0.00 XXXXXXXXXX6$810.00 http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcutsJustification for Rental Car Comments
Slide46Why does renting a vehicle now require a PO?
Slide47Encumbers the funds
B
etter tracking of expenses by trip
Fewer NFS
Slide48Do I need to do a new PO to Enterprise?
Slide49Normally, no, because the expense should go on the same PO as the other expenses for the trip.
Slide50For example, when Financial Accounting allowed several people to go to AACUBO, Marcia Girdler drove an Enterprise rental van. Her PO included meals, registration, and lodging. Now, you will also include the vehicle rental.
Slide51AACUBO Conference in Heber Springs, AR
October 4-6, 2015
Registration - Ghost Card
$ 75.00
Lodging - Ghost Card
$ 200.00
Meal
$ 40.00
Rental Van - Enterprise Ghost Card
$ 260.00
Riding with her are Pam
Giblet,
Peggy Robinson, Linda Lentz, Michelle Burgin, and Misty Moran
Slide52Is there ever a time I will have to create a new PO?
Slide53If there is no PO, because the person is just traveling for the day (less than 12 hours) , and rents a vehicle plus does not have a standing PO for travel. Then a PO will need to be created for that trip. The PO can be in the traveler’s name or Enterprise B00800022
Slide54Can faculty share a room with a student?
Slide55No, never.
Slide56Can students drive other students?
Slide57No, never.
Slide58Can you ever purchase your own airline ticket?
Slide59Only when it can be documented that it saves the university money.
Slide60Can you purchase airfare and lodging together?
Slide61Yes, but only if you have documentation of the cost savings.
Slide62For
example,
when you purchase your airfare and lodging together using
Travelocity,
it saves $250.00. The following steps should be followed:
Look up the cost of the flight and print it out $350.00
Look up the cost of the hotel and print it out $800.00
If
the cost using Travelocity for booking airfare and
lodging together
is $900.00 you may
go
ahead and use Travelocity.
When the TR-1 is turned in the documents where the cost of the flight and the cost of lodging were looked up separately must be attached to the
TR-1.
Split
the cost between the flight and lodging by using percent, then apply the percent to the cost of purchasing the flight and lodging
together
On
the TR-1 $270.00 should be list as the cost of the flight and $630.00 should be list as the cost of the
lodging
The
worksheet can be found on the Travel website – called
“Airfare & Lodging Split”. Also, in the instructions for completing a TR-1.
Only
the fields in yellow needs to be completed. The others are self-calculating
Slide63Cost Separately
Percent
Split
Cost Together
$ 900.00
Flight
$ 350.00
30%
$ 270.00
Lodging
$ 800.00
70%
$ 630.00
Total
$ 1,150.00
100%
$
900.00
Slide64How many days in Advance should an airline ticket be purchased?
Slide65Fourteen days
Airline
tickets
purchased
less than 14 days in advance must have approval in writing from the President before purchasing airline tickets
.
Slide66What are the percentages for travel advances?
Slide67
50% in the US
75
% in foreign
countries
90% group travel
Slide68Which travel expenses are not eligible for an advance?
Slide69Airfare
Registration
Lodging
Any item direct billed
Slide70How many days in advance can you pickup a travel advance and who can pick it up?
Slide71Two working days and only the traveler can pick it up.
Slide72Why do I only get 75% of the maximum allowed for my first & last day of travel?
Slide73Because it states it in the Travel regulations.
Slide74On the first day of travel what is the maximum a state employee can claim?
Slide7575% of the maximum allowed for the destination city.
Slide76On the last day of travel what is the maximum a state employee can claim?
Slide77$38.25
Slide78Slide79Does UCA pay per diem rates?
Slide80No, never!
The traveler must claim actual expense up to the maximum allowed.
Slide81When does the maximum allowed change?
Slide82October 1
st
of each year.
Slide83Is there a form that will help the traveler keep up with their expenses?
Slide84Yes!
“Traveler’s Daily Meal Expenses”
Slide85Travelers' Daily Meal Expenses
Traveler's Name:
Marcia Girdler
PO #
P0099999
Cost
Tip
Total
Cost
Tip
Total
Date:
Sunday, September 15, 2013
Date:
Thursday, September 19, 2013
Breakfast
-
Breakfast
-
Lunch
15.00
2.25
17.25
Lunch
16.00
2.25
18.25
Dinner
25.25
3.50
28.75
Dinner
-
Snacks
1.50
1.50
Snacks
1.50
1.50
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
41.75
5.75
47.50
TOTAL
17.50
2.25
19.75
Maximum
allowed
34.50
Maximum
allowed
22.00
Date:
Monday, September 16, 2013
Date:
Friday, September 20, 2013
Breakfast
-
Breakfast
10.00
1.50
11.50
Lunch
-
Lunch
17.00
2.55
19.55
Dinner
30.00
4.50
34.50
Dinner
30.00
4.50
34.50
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
30.00
4.50
34.50
TOTAL
57.00
8.55
65.55
Maximum
allowed
33.00
Maximum
allowed
66.00
Date:
Tuesday, September 17, 2013
Date:
Saturday, September 21, 2013
Breakfast
-
Breakfast
5.00
0.75
5.75
Lunch
10.00
1.50
11.50
Lunch
17.00
2.55
19.55
Dinner
20.00
3.00
23.00
Dinner
8.00
-
8.00
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
30.00
4.50
34.50
TOTAL
30.00
3.30
33.30
Maximum
allowed
55.00
Maximum
allowed
34.50
Date:
Wednesday, September 18, 2013
Date:
Breakfast
-
Breakfast
-
Lunch
-
Lunch
-
Dinner
25.00
3.75
28.75
Dinner
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
Snacks
-
TOTAL
25.00
3.75
28.75
TOTAL
-
-
-
Maximum
allowed
33.00
Slide86
When can you have meals without overnight stay?
Slide87When away from your official station twelve hours or more
Must complete the form”
Day Travel without overnight Stay”
Must have an
itemized receipt
Slide88What is required for moving expenses?
Slide89Moving Expenses
Approval in
writing by the administrative head
or vice
president
must
be attached to the TR-1.
Account 717202-commodity 96256
An
approved travel purchase order.
Attach
the itemized receipts to the TR-1 and forward them to the Travel Office.
Slide90What is the most common reason for mileage being marked down?
Slide91Not listing vicinity miles on a separate line.
Slide92Miles should be listed in whole numbers.
Slide93Even if on the TR-1 miles are not listed in whole numbers the formula will round to whole number then calculate the cost.
Slide94What are some of the most common mistake made on TR-1’s
Slide951) Claiming meals when meals where provided at the conference.
Slide962) Dates on TR-1 before and/or after the PO dates due to traveling time.
Slide97Note: please list all dates in chronological order even if you don’t have charges for that particular date
Slide983)Departure and return times not being on the TR-1
Slide994) The special lodging authorization not being completed on the TR-1.
Slide100UCA TRAVEL EXPENSE REIMBURSEMENT FORM, TR-1Name of Payee:Marcia GirdlerSponsored Credit CardYesnoNo Department Name:Financial AccountingTravel PO Number:P0099999Official Station:UCADepartment Index:703000Account Number:717115Campus Phone #:450-5025Private Vehicle License #n/aEmail Address:marciag@uca.eduCampus Address:McCastlain 019UCA Student:Yes NoXIndividual:XBlanket: UCA Employee:YesXNo If No List Employer: Was the traveler reimbursed from another funding source for any travel expenses being claimed on this form? If so provide details.Yes NoXAmount of the Advance:$236.00 Are phone/internet charges business related?Yes NoXMode of Travel:CarWere meals provided by the conference?None SomeXAll If you drove mark one:PersonalXUniversity vehicle Rental -Phy Plant Rental-website Other Explain List passenger/s:Pam Giblet, Linda Lentz, Michelle Burgin, and Angela ParhamSpecial Lodging Authorization - (Total room rate - See UCA Travel Regulations)Reason why less expensive lodging was not selected:Conference's hotelPer Diem RateCost Per DayNumber of DaysTotalYOU MUST PUT THE COST PER DAY AND THE NUMBERS OF DAYS YOU ARE REQUESTING AUTHORIZATION TO RECEIVE FULL REIMBURSEMENT.$125.00 $135.00 6$810.00 $0.00 XXXXXXXXXX6$810.00 http://www.gsa.gov/portal/content/104877?utm_source=OGP&utm_medium=print-radio&utm_term=portal/category/21287&utm_campaign=shortcutsJustification for Rental Car Comments
Slide101Why is it important to complete the third page of the TR-1?
Slide102To ensure PO has enough money to reimburse the traveler and pay the credit card.
Slide103UCA's Travel Expense Reconciliation Form
Expenses on the Ghost Credit Card, Sponsored Credit Card, or on a PO
Name of Payee:
Marcia Girdler
Travel PO Number:
P0099999
DATE
NAME OF TOWN VISITED
PO # or CREDIT CARD TYPE
HOTEL ROOM
COMMON CARRIER
RENTAL CAR
INCIDEN-TALS**
OTHER
REGISTRATION FEE (C)
TOTAL DIRECT BILLED PER DAY
TOTAL FROM TR-1
GRAND TOTAL DAILY EXPENSES
09/12/15
St Louis MO
Ghost C/C
135.00
493.00
300.00
948.00
81.70
1029.70
*
20.00
**
C
09/13/15
St Louis MO
Ghost C/C
135.00
155.00
27.00
182.00
*
20.00
**
09/14/15
St Louis MO
Ghost C/C
135.00
155.00
34.50
189.50
*
20.00
**
09/15/15
St Louis MO
Ghost C/C
135.00
155.00
27.00
182.00
*
20.00
**
09/16/15
St Louis MO
Ghost C/C
135.00
155.00
18.00
173.00
*
20.00
**
09/17/15
St Louis MO
Ghost C/C
135.00
155.00
47.00
202.00
*
20.00
**
09/18/15
St Louis MO
0.00
144.50
144.50
*
**
01/00/00
0
0.00
0.00
0.00
*
**
SUB-TOT EXPENDITURES
XXXX
#REF!
493.00
0.00
#REF!
0.00
0.00
1723.00
379.70
2102.70
**A)Postage B)Parking Fees C)Registration D)Emergency Car Repairs E)Guide Services for the Blind & Wards of State
F) Minor Purchases G)Meals for State Guests H)Other (Explain)
*Hotel tax rate
16%
``
Slide104What should the sponsored credit cards be used for?
Slide105GUIDELINES FOR USE OF SPONSORED CREDIT CARD
S
The Sponsored credit card can be used for, but not limited to:
Airline tickets
Conference fees
Lodging
Meals with a team/group of students.
Incidentals within the scope of normal group travel
Must
have
itemized
receipts
Slide106Should sponsored credit cards be used for meals?
Slide107Only when purchasing meals for student groups while traveling.
Slide108When are TR-1’s due in to the Travel Office?
Slide109Five working days after the last day of the trip.
Slide110Slide111Slide112Slide113Slide114
STAFF and PHONE NUMBERS
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